A number of businesses and individuals retain an ingrained fear of going paperless, both in the workplace and at home. However, as time passes, it is becoming increasingly difficult to keep paper copies as your files of record or find storage for important documents. These negatives to paper copies, coupled with the benefits of electronic documents, make it past time to go paperless.
Ease of Going Digital
Not only are there a number of reasons to make the move to electronic files, but it is also easier than ever to be digital. The mere process of moving paper files to an electronic format used to be overwhelming. It was time-consuming and frustrating, as not only was it necessary to scan each document, but also documents of different sizes and quality required different settings on a scanner or copier. Then there was the process of organising the digital copies, which was another time-consuming task.
Today, you do not have to deal with any of those headaches because document scanning by Paper Escape is time- and cost-efficient. Regardless of the size or number of paper documents, a document scanning company will collect any and all paper copies that need to be scanned, handle the task of creating electronic copies, and organise those digital files into a format that makes sense to the businessperson and can be maintained by employees.
Quite often business owners and individuals are vocal about the security concerns when it comes to electronic documents. It is a valid concern. Whether personal information or customer data is being transferred from paper to digital, it would be disastrous if the information fell into the wrong hands.
Document scanning companies are well aware of these security concerns and take a number of precautions to ensure your information is safe during the scanning process. Employees, in particular those who handle the paper documents, are vetted prior to employment and committed to confidentiality as part of their employment contract. Then, per the request or preference of the business, the document scanning company will either return or destroy the paper copies.
Of course, there is also the security of information once it is stored in digital formats. Encryption is widely used by businesses and individuals to protect important data, and it is as safe a tool against breaches of confidentiality as is available for any paper document. As well, it is easier to ensure that only authorised persons have access to electronic documents. Inappropriate access is less of a concern when files are password protected and access to the files can be closely watched and reviewed.
Lose Fewer Documents
Lastly, but also one of the most important reasons to finally go paperless in your home or office, is that business and individuals lose fewer electronic documents than paper ones. Paper documents are often misplaced when incorrectly filed or misplaced amongst other documents. However, electronic documents can be stored in a single location through document management services, regardless of who reviews the document or edits it. As with solving security concerns, there is also a trail of who utilised the document and when that can help locate a digital document.